Project Plan Worksheet

Transcription

1 Project Plan Worksheet Problem/ Opportunity Statement Data/ Information used to define problem or opportunity: How data was analyzed: Gap between actual and desired level of performance due to lack of project management skills in the fellows relevant organizations Findings of the Workplace Needs Assessment (WNA) exercise conducted in each individual organization were used to define the problem. Taking into consideration some criteria including what organizational needs could be addressed by UNITAR fellowship program the team jointly analyzed, prioritized, and consolidated the individual organizational needs in a single list. From this consolidated list some recommendations like report writing, effective communication, leadership and supervisory skills development, conflict resolution, and training of trainers are expected to be covered during workshop I and II. To address the remaining skills development needs of individual organizations in a single training workshop, the team concluded to recommend training in Project Management. Proposed Solution: Overall Objective Major Commitments (top 3-4 outputs) Scope in/out Training on project management was proposed as the best solution that could effectively cover all the skills development needs identified. In order to achieve the project outcome (25 selected senior staff members in the Ministry of Rural Rehabilitation and Development (MRRD) will be more capable of managing organization projects) the project objective is to provide skills development training to senior engineers in MRRD in areas such as project initiation, planning, costing, scheduling, project formulation & development, resources management, implementation, supervision, monitoring, quality control, quality assurance, evaluation, and impact assessment - a complete cycle of project management The project expected outcome is 25 selected senior staff members in the Ministry of Rural Rehabilitation and Development (MRRD) will be more capable of managing organization projects. The scope of this project included preparing the Curriculum for the Proposed Training covering at least four Modules 1

2 Module 1: Planning and Budgeting, Module 2: Procurement and Contracting, Module 3: Implementation and Supervision, Module 4: Monitoring and Evaluation. Also the scope of work included preparing Course Evaluation Methodology, Training Schedule in Microsoft Project, Identification of Resources/donors, Analysis of the Environment, Stakeholders and their expectations, Assumptions, Risks and Constraints. Assumptions The donor (UNOPS) will stay committed to provide resources for the training. Target Customers The target audience of our Project Management training program will be a total of 25 selected Afghan Engineers from MRRD including Regional Engineers, Regional Liaison Officers, and Section Heads (Managers) from the Rural Roads Department. Their expectation will be to acquire better project management skills in order to better perform their responsibilities. Also, their expectation will include appropriate logistics arrangement of the training program, as well as receiving certificates after successful completion of the training. OARP Owner: MRRD Approver/Ratifier (Executive Sponsor) UNOPS Reviewers (partners, customers, stakeholders): MRRD, UNOPS Participants: Trainers and the 25 selected trainees PM: Leader of the training team Resources Budget = No budget estimation was made People Time = Commitment Who Estimated Hours Priority Trainers members 5 days Other Resources Needed = Logistics and incentives Risk Analysis & contingency Risk of Losing Staff after being trained Time Availability (for both, those who will conduct the training and those who will get training) Ensuring that the appropriate staff members are selected for the training 2

3 plans No contingency plans were made Cost/Benefit No cost-benefit analysis was made Analysis Success No specific indicators are developed, however the project will be closely monitored by the MRRD management and Criteria/ some volunteers who will be invited to participate as observer during the training program. Course Evaluation Questionnaire will be distributed to the participants at the conclusion of the training to receive their feedback for indicators further improvement of the training course materials as well as logistical and other arrangements. The Course Evaluation Questionnaire (CEQ) will enable the instructor and the training course managerial staff to improve their Comms Plan Partners Customers Stakeholders Sponsors Managers performance based on the students feedback. It will also be a good indicator of the project success. In order to carry out the proposed training project, the following activities need to be undertaken: Developing a course outline Collecting (or developing) training materials Identifying the roles and responsibilities of those who will coordinate and conduct the training Identifying the Sponsor Establishing budget, Venue, and Schedule Conducting the Training: Preparation Phase: Technical preparation Logistics preparation Post training follow up Phase: Evaluation of training process Follow up plan for participants While each member will be fully involved in all aspects of the project, the following tentative roles are assigned to each individual team member in order to make the team work more effectively: Mr. Gul Afghan Saleh - Planning and Budgeting Mr. Aimal Sherzad - Procurement and Contracting Mr. Khushal Malikzai - Implementation and Supervision Mr. Naser Temory - Monitoring and Evaluation Ms. Fukhraj Habib (Coach) - Preparation of training materials and facilitation of the team work 25 Staff from MRRD To acquire project management skills 3

4 Ministry of Rural Rehabilitation and Development. To get their employees trained Donors (World Bank, JSDF, DFID, USAID, CIDA, AUSAID, CNTF, EC, PSIB) To achieve the training program objectives Trainers Their efforts to be acknowledged Organization Manager - To get their employees trained Rollout Plan Timeline top 3-5 high level milestones & dependencies Developing the training course outline by Thu 10/4/07 Group meeting on identification of roles and responsibilities by Thu 10/11/07 Identifying the sponsor by Mon 10/15/07 "Establishing budget, venue and schedule" by Wed 10/17/07 Drafting the Project Report by Mon 10/22/07 Submission of Final Report of Project to UNITAR by Tue 10/30/07 4

5 XYZ Engagement Roadmap Phase Deliverable Due Date Indicator of Success Owner Status Overall October 30, Presentation to Assignment 2007 UNITAR and the Resource 1 Developing a course outline 2 Collecting (or developing) training materials Persons 10/04/2007 Reporting/Submitting the Course outline to UNITAR Reporting/Submitting the Course materials to UNITAR 3 Identifying the roles and responsibilities of those who will coordinate and conduct the training 10/22/07 Reporting/Submitting the details to UNITAR 4 Identifying the Sponsor 10/15/07 Reporting/Submitting the Course sponsor to UNITAR 5 Establishing budget, Venue, and Schedule 10/17/07 Reporting/Submitting the Course budget to UNITAR 6 Conducting the Training Sometimes in Post training follow up Phase After conducting the training Monitoring and Evaluation of the training by observors Evaluation report 5

6 Project Plan Worksheet Problem/ Opportunity Statement Data used to define problem or opportunity: Lack of opportunities for higher education and lack of understanding of Distance Learning. Individual need assessments of group members. How data was Group members meetings and team work analyzed: To increase of, and support for Distance learning methodology in Afghanistan. Solution: Overall Establishment of an Afghanistan Distance Learning Association. Objective Major Establishment of Afghanistan Distance learning Association. Commitments Agreement by Kabul/Polytechnic University to serve as the base for ADLA (top 3-4 outputs) Scope in/out Assumptions The Government might not support us with this idea. Target University faculties and Potential students. University administrations. Customers OARP Owner: Group 1,UNITAR fellowship program,cycle 2007 Approver/Ratifier (Executive Sponsor) :University of Kabul/polytechnic. Reviewers (partners, customers, stakeholders): Donors, University administrator, University faculties, Volunteer UNITAR trained fellows, Regulators. Participants:Group 1 members, coach and mentors PM: Group 1 1

7 Resources Budget = USD 30,000. People Time = 73 working days. Commitment Who Estimated time Priority Individual need Group members 22 days. assessment, group meetings, Finalizing the project name, clarifitying objectives, meet with chancellors. Contact other ADLAs, identify and contact people interested in ADLA, prepare the documents. Volunteer members, international consultants. 28 days Identify needed equipment, submit application to ministry of Justice, Obtain donor support, and Obtain sponsorship from Kabul university /Polytechnic. Volunteer members, international consultants. 23 days. Other Resources Needed = University and higher education ministry's support. Risk Analysis & contingency plans The government might not support the project idea. We may not find any donor. We better change the idea of the project with the consultation of the Government and donor communities. Security situation may not let us to do this project. 2

8 Cost/Benefit Analysis Success Criteria/ indicators Comms Plan Partners Customers Stakeholders Sponsors Managers Rollout Plan Timeline top 3-5 high level milestones & dependencies Meeting with the chancellor and got his full support. members interest in the project. Group 1 member. Coaches and mentors. Studetns, teachers and government officials. Donors, Univeristy administratos, Volunteer UNITAR trained fellows, Regulators. Universities, Ministry of higher education and donors. Group 1 member. Obtain sponsorship from Universities. Contact other ADLAs. Identify and contact people interested in ADLA. Prepare documentations and obtain donor support. Submit application to Ministry of Justice. 3

9 XYZ Engagement Roadmap Phase Deliverable Duration Indicator of Success Owner Status 1 Individual need assessments. 15 days Members understood the Group 1 satisfactory process. 2 Group meetings 2 days Group members presence in the meetings. Group 1 unsatisfactory 4